aasbo Professional Certificate Program

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1 aasbo Professional Certificate Program ALABAMA S FINANCIAL MANAGEMENT SOFTWARE SEPTEMBER 20, 2016 Discussion Topics Budgetary Accounting Payroll/Human Resources Reporting Additional Items BUDGETARY ACCOUNTING Journal Entry Import Budget Import Receipt Module Pre defined General Ledger Distribution Allocation Tracking Attachments Purchase Orders/Invoice Vendor Journal Entry 1

2 BUDGETARY ACCOUNTING Journal Entry Import Journal Entry Import eliminates keying of journal entries that are entered each month. Data is entered into an Excel spreadsheet and imported into the software. Budget Import Eliminate time and reduce errors associated with hand keying budget information 2

3 /30/2013 C/R SDE Receipt 625, C Foundation Program /30/2013 C/R SDE Receipt 8, C Foundation Program /30/2013 C/R SDE Receipt 2, C Foundation Program /30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt 4, C Foundation Program 10/30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt 2, C Foundation Program 10/30/2013 C/R SDE Receipt 27, C Foundation Program 10/30/2013 C/R SDE Receipt 3, C Foundation Program 10/30/2013 C/R SDE Receipt 3, C Foundation Program /30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt 625, D Foundation Program 10/30/2013 C/R SDE Receipt 8, D Foundation Program 10/30/2013 C/R SDE Receipt 2, D Foundation Program 10/30/2013 C/R SDE Receipt D Foundation Program /30/2013 C/R SDE Receipt 4, D Foundation Program /30/2013 C/R SDE Receipt D Foundation Program 10/30/2013 C/R SDE Receipt D Foundation Program 10/30/2013 C/R SDE Receipt 2, D Foundation Program 10/30/2013 C/R SDE Receipt 27, D Foundation Program /30/2013 C/R SDE Receipt 3, D Foundation Program /30/2013 C/R SDE Receipt 3, D Foundation Program 10/30/2013 C/R SDE Receipt D Foundation Program BUDGETARY ACCOUNTING Receipt Module The receipt module is a useful tool for automated receipting and posting receipt to G/L. After setup, daily entry is easy. Reports include: Revenue Type Report Search by payee name 3

4 RECEIPT MODULE RECEIPT MODULE REPORTS BUDGETARY ACCOUNTING Predefined GL Distribution May be used for blanket purchase orders and reoccurring invoices for utilities Purchase Orders/Invoices normally charged repeatedly to the same accounts each month by percentage or amount Not necessary to key the accounts on each purchase order/invoice Only changes to any amounts and percentages 4

5 BUDGETARY ACCOUNTING Predefined GL Distribution Accounts Payable AP Setup Predefined GL Distribution 5

6 BUDGETARY ACCOUNTING Allocation Tracking The Allocation Tracking Module is a useful tool to help track specific expenditures. This module interacts with the G/L with a few added steps. An Allocation Tracking Number (ATN) is assigned to the purchase order and/or invoice. May be used for teacher instructional support funds, technology, textbooks, special projects. Allocate (Budget) Funds ATN = Allocation Tracking Number ATN can be transferred over from payroll so that the employee number becomes the ATN. You can setup multiple Types of items to track. 6

7 Allocation Tracking Reports This report will give you various information regarding AT accounts, expenditures and remaining balances. Allocation Reports Continued Allocation Reports Continued You can also run an AT Query for a specific individual/school. This query will give you detailed information for that individual ATN. You can export this to Excel or print it. 7

8 BUDGETARY ACOUNTING Attachments To reduce paper and for fast access, documents may be attached to various processes: Journal Entry Purchase Orders Invoices Vendor Master File 8

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10 PAYROLL HUMAN RESOURCES Remote Payroll Budget Works Check Distribution Transfer Salary Schedules Reporting PAYROLL/HUMAN RESOURCE Check Distribution Transfer/Salary Transfer The main reason you would need to enter a Salary Transfer is if an employee s check was coded to the wrong General Ledger number and you want to re classify the check to the correct General Ledger number. The account number that you wish to change the distribution to must be an active account on the Budgetary side for the appropriate Fiscal Year and it must exist on the employees G/L Distribution screen, in Employee Maintenance, before you can run this transaction. Expense entries are the only entries made unless the Fund or Source of Funds are changing. In this case Cash entries are made as well. You can only reclassify amounts up to the total of the single check and the totals by job record must remain the same. You can t move money from one job to another. SALARY TRANSFER Allows you to move all or part of a salary that was process thru payroll to a different general ledger account Moves all associated benefits All records are updated in the system allowing future payroll reports to reflect the corrected data No manual entries or manual calculation of benefits 10

11 PAYROLL REPORTS Prior Period Comparison Employee Audit Trail Salary & Benefit by G/L Salary Distribution Report 11

12 Employee Audit Trail PRIOR PERIOD COMPARISON 12

13 SALARY & BENEFIT BY G/L SALARY & BENEFIT BY G/L Salary Schedule Distribution Report 13

14 Salary Schedule Distribution Report BUDGETARY ACCOUNTING REPORTING J/E Query Saving Report Formats Printing to Grid Journal Entry Query 14

15 Journal Entry Query Routine Reporting Printing Options The Grid 15

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17 ADDITIONAL ITEMS Budgetary Accounting Routing ing Purchase Orders P Cards (Credit Card Processing) E School Payments Paperless Payroll Direct Deposit Employee Self Serve Electronic Direct Deposit Statements and W2 ADDITIONAL ITEMS Automating Human Resources Ability to import from External Applicant Tracking System Scanned Documents can be attached to Employee Maintenance. Position Control Questions??? Russell W. Raney Chief School Finance Officer Cullman City Schools rraney@cullmancats.net 17